The Collection Level folder contains [[Share_Drive_Protocols#Contents|subfolders]] and their content must adhere to certain specifications prior to the collection being considered ready to "ship" for online access and long term storage.

The Collection Level folder contains [[Share_Drive_Protocols#Contents|subfolders]] and their content must adhere to certain specifications prior to the collection being considered ready to "ship" for online access and long term storage.

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====Admin====

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The collection number u0003_0000001 will be used as an example.

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===Admin===

* This folder must exist.

* This folder must exist.

*Must contain:

*Must contain:

** '''[[Collection_Information|u0003_0000001.xml]]'''

** '''[[Collection_Information|u0003_0000001.xml]]'''

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***If multiple Digital Collections spawn from the same Analog Collection, there can be more than one Collection Information XML file as follows: u0003_0000001.1.xml, u0003_0000001.2.xml, etc.

**Other relevant documents saved as plain .txt (ANSI or UTF-8 without BOM preferred). If possible please incorporate any additional data into the log.txt file. For example, audio collections often have significant item-level notes that we want to retain. These plain text files can be saved with a ".notes.txt" extension - i.e. "u0008_0000001_0000001.notes.txt".

**Other relevant documents saved as plain .txt (ANSI or UTF-8 without BOM preferred). If possible please incorporate any additional data into the log.txt file. For example, audio collections often have significant item-level notes that we want to retain. These plain text files can be saved with a ".notes.txt" extension - i.e. "u0008_0000001_0000001.notes.txt".

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* If multiple Digital Collections spawn from the same Analog Collection, there can be more than one Collection Information XML file as follows:

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===Metadata===

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** u0003_0000001.1.xml

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** u0003_0000001.2.xml

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====Metadata====

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* This folder must exist.

* This folder must exist.

* Must contain:

* Must contain:

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**u0003_0000001.txt

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**'''u0003_0000001.m01.txt''' or '''u0002_0000001.m03.txt''' or '''u0008_0000001.m02.txt'''

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***This is tab-delimited text export of the original spreadsheet. (If this file was exported out of Excel as a tab-delimited txt file, you must open the file with Notepad ++ and do a Search and Replace to remove the quotation marks that have been inserted at each tab.)

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***Note the type of spreadsheet is echoed in the segment before the ".txt" -- if this is a batch file, the batch number precedes the m0x value:

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***The source .xlsx spreadsheet should be moved to S:\Digital Projects\Administrative\collectionInfo\forMDlib\needsRemediation.

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**** example: '''u0002_0000001.1.m01.txt'''.

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**** check this file for: Diacritics, Quotes, UTF-8 encoding

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<blockquote>''If this is a large or ongoing collection, the tab-delimited text export should contain ONLY the metadata for the items currently being transported to storage. The text file itself should have a period and then a number to indicate which portion, or "batch", of the complete metadata this is. The first tab-delimited export would be named, for example, u0003_0000001.1.txt, and would contain the first 500 entries, for example. The second tab-delimited export, for items 501-1000, would be named u0003_0000001.2.txt, and so forth. Thus, only by collecting all these tab-delimited exports do we have a complete set of descriptive metadata for the collection items. For more on how to parse these "batches" out from the complete set of descriptive metadata, see [[Parsing Metadata]].''</blockquote>

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***see [https://intranet.lib.ua.edu/cataloging/metadata/SpreadsheetRegistry] for more information.

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**'''A MODS folder'''

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* a MODS folder

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*** This folder will contain all the MODS files created via Archivist Utility (see: [[Making MODS]]).

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** This folder will contain all the MODS files created via Archivist Utility (see: [[Making MODS]]).

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====Scans====

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===Scans===

* This folder must exist.

* This folder must exist.

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Note: we may break Scans folders into chunks for manageability, for more information [[Scans_folder|click here]].

**'''Scans (tiffs/wavs)''' of non-compound objects and compound objects (inside respective subfolders). All other files types will not be retained. Temporary files and thumbs.db files do not have to be deleted since they will be removed upon transfer to Storage.

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All other files types will not be retained. Temporary files and thumbs.db files do not have to be deleted since they will be removed upon transfer to Storage.

Checking Folders

The Collection Level folder contains subfolders and their content must adhere to certain specifications prior to the collection being considered ready to "ship" for online access and long term storage.

Other relevant documents saved as plain .txt (ANSI or UTF-8 without BOM preferred). If possible please incorporate any additional data into the log.txt file. For example, audio collections often have significant item-level notes that we want to retain. These plain text files can be saved with a ".notes.txt" extension - i.e. "u0008_0000001_0000001.notes.txt".

Metadata

This folder must exist.

Must contain:

u0003_0000001.m01.txt or u0002_0000001.m03.txt or u0008_0000001.m02.txt

Note the type of spreadsheet is echoed in the segment before the ".txt" -- if this is a batch file, the batch number precedes the m0x value:

This folder will contain all the MODS files created via Archivist Utility (see: Making MODS).

Scans

This folder must exist.

Must only contain:

Scans (tiffs/wavs) of non-compound objects and compound objects (inside respective subfolders). All other files types will not be retained. Temporary files and thumbs.db files do not have to be deleted since they will be removed upon transfer to Storage.